Laurentian University Health Services


Employee Assistance Program Policy

Employee Assistance Program

Preamble

As human beings we all encounter problems from time to time. Most of these concerns we can address on our own. However, when we do need help, both the
University and its employee groups believe that most problems can be addressed successfully provided that there is identification in the early stages and referral is
made to an appropriate source of assistance. This is true whether the problem is one of physical illness, mental or emotional illness, finances, marital or family distress,
alcohol and substance abuse, or other concerns which have the potential for serious impact upon an employee's performance at work, their personal lives and their
families. It is recognized that successful resolution to problems requires both a high level of willingness on the part of the employee as well as appropriate referral
for addressing the concern.

The intent of the Employee Assistance Program is, therefore, to assist employees in maintaining a level of physical and mental health which will allow them to fulfill
their work obligations to the University.

Nothing in this policy is to be regarded as depriving:

Through the Employee Assistance Program the University and employee groups wish to work together to
provide education and support for those employees who are or may be experiencing difficulties which may result
in the deterioration of their health and work. The Program will provide this support through:

Education

The series offered by the EAP have developed with a view to addressing both personal and work-related
problems at various stages along the continuum from illness(clinical) through to wellness (preventative) initiatives.
With increasing demands by employees for assistance, the scope of the program has evolved from its original
narrowly defined purpose to one which attempts to resolve a wide range of issues, beyond those traditionally
associated with health to a broad brush approach including topics such as family communication, budgeting, etc.
Based on requests from the EAP committee, union or association executives, management or individual employees
through the Coordinator the EAP will hold information sessions on topics which affect the ability of employees to do
their jobs.

Referrals

When an employee has a personal concern which is or has the potential to affect her or his ability to function well within the job, the employee will make contact with the
Office of the Employee Assistance Coordinator to obtain help. This contact is necessary in order to ensure quality assistance and financial support for the assistance through the
Laurentian University Employee Assistance Program. Through the Coordinator the employee will be provided with information about the services available, the cost of the services
and the extent to which the University will subsidize those costs. The employee may choose to have the Coordinator make a referral or may choose to make the contact directly
after speaking with the Coordinator.

Eligibility for Assistance

The EAP has been established to assist all employees at Laurentian University and their immediate dependents. Dependents are defined as the employee's spouse and dependent
children under the age of eighteen who reside in the same household. Retirees who are receiving assistance through the EAP as of the date of their retirement are also eligible to
continue that assistance for up to one year following the date of retirement.

Responsibilities

The program is voluntary. The program is not meant to interfere with the private life of the employee or the employee's family. A supervisor, however, as part of her or his
responsibilities, should suggest the use of the program to an employee who is experiencing difficulties.

On occasion, a temporary reduction in the employee's workload for a specified period of time may be appropriate as an interim measure to accommodate the employee's situation.
This might include such options as reduced work time, reduced workload and time off to attend counselling, or other support sessions. In such cases the employee may ask for the
assistance of the EAP Coordinator in seeking such a reduction from the employee's supervisor. The University will consider such requests on a case-by-case basis. The assistance
offered through the program is intended as a short-term measure. Cases requiring long-term treatment/intervention shall be addressed in accordance with the University's Policy on
Sick Leave. Utilization of the program by an employee shall not interfere with that employee's position, employment or opportunities for promotion, salary increments or other forms
of advancement within the University.

The Employee Assistance Program Committee

Composition

The Employee Assistance Program Committee is advisory to the Coordinator of the Program who reports to the Vice-president, Administration regarding the program. The committee
is comprised of one representative appointed by each of the employee unions or associations, one from Personnel Services, the Vice-President, Academic or designate, and resource
people as would assist in the ongoing functioning of the program.

Terms of Reference

The terms of reference for the committee are as follows:

  1. to ensure that the program and its intent is communicated to all current employees;
  2. to maintain ongoing communication between the employee association or union executives and the committee concerning policy, education and the program;
  3. to monitor in a regular manner the effectiveness of the program and to make recommendations for changes through the Coordinator to the Vice-President, Administration;
  4. to be contact for employees who wish to obtain information about the program and how it works.

Meetings will be held as required, not normally less than eight times per year.

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The Employee Assistance Program Coordinator

The Coordinator will work closely with individual employees, unions, associations, supervisory personnel and management to ensure support for Laurentian employees through the proper
functioning of the program. Among other duties the Coordinator will: <

  • meet with employees in order to provide confidential referrals appropriate to their concerns
  • consult with agencies in the Sudbury Region in order to provide the best options for Laurentian employees
  • respond to requests for or initiate information sessions on topics of concern
  • work in conjunction with other units within the University to address broad issues for the promotion of a healthy workplace
  • be responsible for education and training about the program
  • distribute written information about the program to current and new employees
  • chair the EAP committee
  • work with the committee to promote the program
  • maintain statistics on the program for budgetary and evaluation purposes
  • monitor the services provided by community agencies through employee feedback
  • initiate contact regarding the program for employees in personal crisis
  • inform the committee on a regular basis concerning the functioning of the program
  • maintain a resource library on concerns addressed through the program
  • prepare an annual report on the program for the Board of Governors
Confidentiality

In the Office of the Employee Assistance Program Coordinator, confidentiality of the information obtained from the employee will be absolute unless there is permission from the
employee or as required by law, in those cases where the employee reveals information which has the potential to cause harm to an individual's health or safety or when under legal
subpoena. This statement of confidentiality applies also where supervisors, union association contacts, or management, or resource people have been involved.

Records

Records of the use of the program by employees will be kept in the Office of the Employee Assistance Coordinator in confidence and will be used for statistical purposes only. The
Coordinator will provide a yearly report to the Board of Governors.

Review

This policy will be reviewed in an ongoing manner by the EAP committee, with a formal review to take place after a three year period.

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